Gift and Data Entry Coordinator

7 days ago

Nashville, Tennessee, United States Meharry Medical College Full time

The Gift and Data Entry Coordinator is responsible for recording and processing all charitable contributions to Meharry Medical College and managing daily gift deposits to Treasury Management, including analysis and processing of daily gift batches in Blackbaud Raiser's Edge NXT (RE), comprehensive, integrated, relational database system. This position is responsible for all online giving platforms, posting control reports and batch reports in accordance with Institutional Advancement's 72-hour turnaround policy. The incumbent will assist the Director in data analysis, maintaining data integrity and adding new data to the database. This position maintains the integrity of the database by updating, tracking and monitoring how data is stored, ensuring accuracy of approximately 25,000 alumni and other constituent records. The incumbent is responsible for maintaining the IA paperless documentation system Papersave, scanning checks and gift related documents, and creating deposit information which feeds to the Banner Financial Accounting System and Workday. Primarily, the Gift and Data Entry Coordinator ensures efficiency and timeliness in processing donor information and donations using best practice techniques to maintain optimal data integrity. This position plays a key role in maintaining the RE NXT system integrity and a role in assisting with maintaining donor communication and satisfaction through timely donor acknowledgement.

Daily Operations

  • Coordinate the collection of all charitable contributions (cash and non-cash) received through the College's direct mail program and other gifts received by the Development Office, Treasury Services, Office of the President, and other departments throughout the College. Analyze gifts to determine appropriate funds, appeals and FOAPAL and Workday segments for each gift to be processed and ensures the accurate processing is completed in a timely fashion. Evaluate, sort and total all donations made to the College on a daily basis in order to create daily gift batches and cash sale reports. Reviews and prepares daily collections for Treasury Management; prepares daily reconciliation with cashier in Treasury Management. As needed routes supporting documentation for special receipts and acknowledgements to the appropriate person(s); performs data modifications/reversals as necessary and in a timely and accurate fashion. Process and scan donation checks and related documents into PaperSave. Processes and posts monthly MEG/Credit Card/Payroll contributions.
  • This position will generate accurate financial and analytical reports, run queries to evaluate routine database clean-up needs; develop and implement policies to guide gift entry, and make sure that the database effectively captures donor gift and biographical information. Develops various reports including gift validation and posting control reports to validate gift data and corrects anomalies as needed. Prepares monthly reconciliation of gift income for Controller. Runs periodic reports on gift activity, monthly gift and appeal campaigns. Performs data modifications/reversals as necessary in a timely and accurate fashion. Submit and distribute various reports to Advancement staff upon request. As needed generate gift acknowledgement cards and letters for all gifts at the appropriate giving level in a timely and accurate fashion to adhere to Institutional Advancement's 72-hour turnaround receipting/acknowledgement policy.
  • Coordinate workflow of adding and updating biographical data received as part of gifts sent to the College; add new constituent records to the database as it relates to gift processing, analyze information and populate all appropriate data fields where information is available; ensure database integrity by regularly verifying and auditing data for accuracy; review and make necessary corrections to information entered including e-mails, phone numbers, fax, biographical, and interrelationships of data in the system; collaborate with Development Officers and Prospect Management on tracking gifts related to proposals, major gifts and gift adjustments for campaign reporting. Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling of all departmental requests. Answers phone and assists callers, and takes messages as necessary. Communicates with donors regarding payment information as needed.
  • Performs related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work of the department.
Required Skills

The skills and knowledge needed for this job include the following:
  • Must be detail oriented and demonstrate the ability to maintain accurate records with a high level of accuracy and the ability to perform data entry for sustained periods of time.
  • Ability to learn and adapt quickly to new software.
  • Ability to operate 10-key calculator, some bookkeeping/accounting knowledge.
  • High level of proficiency with Microsoft Office Suite required (especially Excel and Word).
  • Possess strong organizational and time management skills; ability to prioritize and multi-task in a fast-paced environment and independently handle multiple priorities, projects, and meet critical deadlines in a timely manner despite frequent interruptions and strict time constraints while maintaining flexibility.
  • Excellent proofreading, spelling, interpersonal, verbal and written communication skills.
  • Critical thinking, good judgment, impeccable attention to detail, and knowledge of the University and its goals are essential.
  • Must demonstrate the ability to maintain the highest standards of integrity and confidentiality.
  • Ability to work independently as well as establish and maintain harmonious relations with other staff, faculty, students, alumni, volunteers, donors and other external contacts.
  • Comprehensive knowledge of institutional policies, procedures and organization structure.
  • Working knowledge of accounting principles and procedures including budgetary processes.
  • Sufficient training skills to work with assigned staff.
Required Education and Experience
  • Bachelor's Degree from an accredited college or university, with a minimum of four (4) years of related experience preferred. A minimum of 5 (five) years of related work experience will be accepted in lieu of degree, with a minimum of three years' experience involving basic accounting knowledge and a high degree of data entry skills.
  • Experience with Blackbaud Raiser's Edge and Crystal Reports in a non-profit fundraising
  • Environment preferred, or working with relational databases that support fundraising activities.
  • Familiarity or experience in working in a Development office preferred.

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